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How to set up a "Missing Receipt Policy"

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Written by Support
Updated over 2 weeks ago

Who can create a "Missing Receipt Policy"


Admins and Accountants are able to set up a policy for missing receipts.

Blocked cards can be seen under "Cards" > "All Cards" with status blocked. The side drawer shows if the card was blocked manually by an Admin or if it was blocked by the policy.

How to create a "Missing Receipt Policy"


  1. Click on "Settings" > "Card transactions"

  2. Select "Configure" in the 'Missing Receipt Policy' section

  3. Set up the policy parameters:

    1. Number of Missing Receipts:
      Define how many missing receipts will trigger a card block

    2. Age of Missing Receipts (Days):
      Set how many days old the transactions can be before they count as “missing receipts” (based on transaction / authorisation date)

    3. Card Types to Include:
      Choose which card types (e.g., physical, virtual, subscription) should be checked and potentially blocked
      ⚠️ Only selected card types will be scanned and blocked

    4. Cards to Exclude:
      Optionally exclude specific individual cards from the policy. These will not be scanned or blocked, even if they meet the conditions

    5. A preview will show how many users and cards are affected

    6. After confirmation, a summary of the policy settings will be displayed

In the policy you can specify the following parameters to block cards

  • Nr of missing receipts

  • Nr of days the receipts are missing (from transaction date)

  • Which card types you want to include in the scan for missing receipts and apply blocking to — only these card types will be checked and potentially blocked

  • Which individual cards you want to exclude from the policy

We will show you how many users and cards will be affected by the policy.

You will then see the summary of the policy once it’s been created.


How It Works: Automatic Blocking

Once the policy is active:

  • The system checks hourly for violations

  • Missing receipts are counted across all included card types combined

  • If a user exceeds the threshold

    • All of their active cards of the included types are automatically blocked

    • Cards that are not yet active (e.g., pending approval, in delivery) are not blocked until activation

  • Blocking starts one hour after policy activation and continues with hourly checks thereafter

Clarification: Inclusion vs. Exclusion

To clarify how the system handles cards:

  • Included card types → These are the only types that will be monitored and blocked

  • Excluded individual cards → Even if the card's type is included, these cards will be explicitly ignored

This means you can apply the policy broadly (by card type) while still making exceptions for specific cards for single users or specific merchants.

Automatic blocking

Once the policy has been activated, the system performs hourly checks to identify users who meet the blocking conditions. The number of missing receipts is counted across all selected card types combined. If a user exceeds the threshold, all of their active cards of the selected types will be blocked. Cards that are in delivery or pending approval will not be blocked until activated.

The first round of blocking occurs one hour after activating the policy, and checks continue every hour to block additional cards if more users qualify.


Notifications

When the cards are blocked the card holder receives an email listing their cards that have been blocked and the transactions that are missing receipts. Replying to this email with receipts attached will automatically forward them to the receipt inbox. An in-app notification will be sent as well.


Unblocking

Unblocking will happen automatically once receipts are uploaded. For all of the user cards to be unblocked the amount of missing receipts must be less than specified in the policy settings (or they must be outstanding for less days than specified).

If Admins mark receipts as not needed, it will also trigger unblocking of the cards.

Once the cards are unblocked both the card holder and the Admin get emails with the list of cards that were unblocked.

Admins can also manually unblock cards if needed. These cards will not be blocked by the policy again.

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